Clerical Assistant 3 (Bloomsburg Campus)

Lock Haven University
January 24, 2023
Contact:N/A
Offerd Salary:$37,144
Location:N/A
Working address:N/A
Contract Type:Permanent
Working Time:Full time
Working type:N/A
Ref info:N/A
Posting Details

Position Details

Posting Number S0625

Position Title Clerical Assistant 3 Department College of Education and Human Studies Bargaining Unit AFSCME Position Type Staff Full-time/ Part-time Full-time If Part-time, specify percentage Temporary/ Permanent Permanent Benefits

The Pennsylvania State System of Higher Education provides a comprehensive package of employer benefits to eligible employees and their enrolled dependent(s), which include:

  • Medical and prescription drug benefits.
  • Generous retirement plans, two options:

  • Alternative Retirement Plan (ARP)
  • State Employees' Retirement System (SERS)
  • Tuition benefits for employees and dependents.

  • Paid time off.
  • Employer-paid dental and vision benefits.
  • Employer-paid life insurance.
  • Voluntary insurances and additional retirement programs.
  • Specific benefits may vary based upon university, employee group and/or collective bargaining unit. Visit: https:// www. passhe.edu/inside/HR/syshr/healthcare/Pages/Summary-of- Benefits.aspx for additional information regarding benefits.

    To be eligible for most benefits, you must be a permanent, full-time employee (including temporary, full-time faculty with at least an academic year contract) or a permanent, part-time employee (including temporary, part-time faculty with at least an academic year contract) who is scheduled to work every pay period for at least 50% of full-time hours.

    FLSA Non-Exempt Salary $37,144.00/annual, in accordance with the AFSCME CBA Work Hours 8:00 to 16:30 Work Schedule Mon. - Fri. Anticipated Start Date On or about February 27,2023 Anticipated End Date none

    Position Summary Information

    Job Description Summary

    The home campus for this position is Bloomsburg.

    Clerical Assistant 3 position serves to provide clerical and decision-making support for the CEHS Dean's Office at Bloomsburg Campus. This position assures that CEHS meets academic affairs of all college programs including 5 national accreditations to ensure the college meets institutional, national, and state requirements for education preparation and human studies programs. The staff member in this position provides clerical and technical oversight to ensure that appropriate student data are collected, reported, and analyzed through quality assurance systems to meet various national, state, and PDE reporting demands and enable timely access and evaluation by college administrators, faculty, and program PK12 district and community partners (e.g., advisory groups). The position writes and generates required reports and uses a high level data analytics skill set.

    Essential Duties

  • Represents the CEHS Dean's Office at Bloomsburg campus as a lead clerical staff member to implement the College's mission and vision.
  • Works closely on a daily basis with the Administrative Assistant to the Dean on behalf of systematic daily operations and strategic work flow.
  • This position will submit a college-wide monthly budget report to the Administrative Assistant, flag irregular charges, report budgets for departments, and make advisory recommendations for budget operations, compliance, and transfer of funds.
  • Serves as lead staff for the CEHS Administrative Assistant to the Dean to produce, analyze, and confirm accuracy of university required data reports, assign tasks for accreditation and similar accountability measures, and contribute key decision making.
  • Serves as receptionist for the Dean's office area at the Bloomsburg campus.
  • Provides guidance and information to students who contact CEHS's Office of the Dean.
  • Schedules appointments and helps manage the Associate Dean's calendar, processes mail, answers and screens telephone calls, responds to emails, and takes or relays messages. In these tasks, makes determinations, uses decision making, and validates information to make decisions and to pass higher level decision making to the Dean's Administrative Assistant.
  • Plans and implements events and meetings under the auspices of the Dean's office, reserves/makes room arrangements, and follows up on events as directed. Makes decisions to coordinate and project manage.
  • Supports the Dean's Office to prepare, confirm, and post the College's master academic schedule each semester including winter and summer sessions for department offerings. Ensures that scheduling-related processes are completed in a timely and accurate fashion.
  • Takes a lead role for the CEHS and Dean's Office on tracking and verifying accreditation requirements and deadlines for college programs (educator preparation, social work, counseling, etc.), including oversight of the preparation, collection, currency, and safeguarding of files and documentation. Ensures the completion of reporting requirements working with national (CAEP, CSWE, CACREP, Disciplinary Content Area SPAs, CCIE) and state (PDE) regulatory agencies.
  • Prepares, organizes, and manages the required repository of accreditation artifacts.
  • Prepares and manages data for state and accreditation purposes, including extracting data from learning management systems, accreditation portals, and student outcome data for programs.
  • Provides staff leadership from CEHS Dean's Office to administrators, faculty and staff to facilitate continuous program review as required by the university and accreditors.
  • Serves as the lead staff to the Associate Dean who oversees the Office of Teacher Education and supports CEHS's five Departments, Department Chairs, and faculty, staff, and PK-12 school partners to ensure high quality field and clinical experiences to meet university, accreditor, and PDE standards.
  • Produces specific reports from various university technology platforms and systems, including Banner, Anthology, etc., and creates Excel and other reports that capture aggregate and disaggregate data.
  • Engages with undergraduate and graduate student initiatives to support CEHS commitment to student success. Collaborates with the Division of Enrollment Management and Division of Student Success and Campus Life in relation to the job duties and responsibility.
  • Provides expert and complex clerical skills in the development of new programs and program revisions. Leads in the office to oversee and ensure curriculum, catalog, and website changes. Makes key decisions about points of contact and expertise needed.
  • Supports as a lead staff, CEHS's quality assurance and assessment system(s) with the support of the Dean, Department Chairs, Directors, Staff, and university and college representatives engaged in assessment and accountability areas.
  • Possesses knowledge that contributes on a daily basis compliance, development, revision, and implementation of college, university, PASSHE, state and federal policies and procedures related to educator preparation and human studies programs.
  • Engages in university and college diversity, equity, and inclusion outcomes.
  • Supervises and manages assigned staff and students which includes hiring, training, assigning, and checking work as well as mentoring and coaching.
  • Prepares and provides technical support to faculty and staff in relation to academic affairs, technology systems that support programs and other identified areas as they emerge. (Areas may include travel submission, myhuskey, ESS, Excel, unified systems as they are launch etc.)
  • Performs other duties as assigned.
  • The Position Purpose and Description of Duties sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.
  • Specific Duties

  • Ability to make informed duty-oriented and discretionary decisions on the basis of well-defined, evidence-based standards and precedents using problem solving skills.
  • Ability to support the CEHS Dean and Associate Dean's Office's management of budgets accurately and systematically throughout the fiscal year. Maintain records of expenses and encumbrances from the Dean's and/or departments' budget allocations-through appropriate software applications. Provides a monthly report to the Administrative Assistant in the Dean's office. Provides timely information for budget planning, annual planning and budget documents. Processes commitment items. Review, analyze, and advise the Administrative Assistant regarding faculty workload reports, etc.
  • Ability to work with the direct supervisor and CEHS Dean's Office Teams to make decisions and work with university professionals (e.g., academic affairs, IT, etc.), triage situations presented by constituency groups the office serves, identifying those to be addressed in the office or determining where to send these groups if the office can not address the matter.
  • Ability to have informed knowledge to know when to refer a query or issue to the Dean, Associate Dean, Department Chair, Office of Teacher Education, or other University or CEHS Offices.
  • The position supports the Office of the Dean in budgetary tracking, gathering and compiling various data for various statistical reports. This position will submit a college-wide monthly budget report to the Administrative Assistant, flag irregular charges, report budgets for departments, and make advisory recommendations for budget operations, compliance, and transfer of funds to the Administrative Assistant.
  • Ability to support the CEHS Dean and Associate Dean's Office's management of budgets accurately and systematically throughout the fiscal year. Maintain records of expenses and encumbrances from the Dean's and/or departments' budget allocations-through appropriate software applications. Provides a monthly report to the Administrative Assistant in the Dean's office. Provides timely information for budget planning, annual planning and budget documents. Processes commitment items. Review, analyze, and advise the Administrative Assistant regarding faculty workload reports, etc. Tracks Office budgetary expenditures following University fiduciary policies and procedures.
  • Supervises and manages assigned staff and students which includes hiring, training, assigning, and checking work as well as mentoring and coaching.
  • Minimum Qualifications (Required Knowledge, Skills and Abilities)

  • One year as a Clerical Assistant 2, or One year of moderately complex clerical experience, or an equivalent combination of experience and training.
  • Demonstrates excellent professional and communication skills, organization, planning, and interpersonal skills to represent the CEHS Dean's and Associate Dean's Offices.
  • Establish and maintain effective working relationships.
  • Reads, understands, and interprets complex written materials.
  • Ability to communicate ideas clearly and concisely, orally, graphically, and in reports, formal and informal writing.
  • Ability to respond to supervision, work independently, work collaboratively, meet deadlines, and handle confidential matters in a professional manner.
  • Ability to maintain confidentiality.
  • Ability to manage complex and concurrent duties, projects, and deadlines to outcomes and completed tasks aligned with the position description and that reflects standard office practices and procedures.
  • Ability to identify problems and to work through them independently and collaboratively toward sound resolutions.
  • Ability to collaborate well with others to meet College and Office goals.
  • Demonstrated willingness and ability to learn to use and apply new technologies.
  • Ability to adapt to unexpected challenges and demonstrate perseverance and resiliency.
  • Demonstrated ability to present ideas clearly and effectively, orally and in writing.
  • Ability to conduct information gathering, research, and project-based assignments related to education, accreditation, and continuous improvement.
  • Skill in computation, qualitative and quantitative data analytics and utilizing new technologies in the preparation, typing, proofreading, and presentation of appropriate and accurate reports.
  • Skill in the use of Microsoft Office applications, with special emphasis on Word and Excel and in acquiring knowledge in existing and new (integrated) learning management and quality assurance systems.
  • Ability to instruct and advise student workers on the methods and procedures used in the office.
  • Ability to organize and prioritize work to meet established deadlines and provide work assignments for student workers when incumbent is not available.
  • Follows through and completes work products in a quality and timely fashion, meeting established deadlines.
  • Preferred Qualifications

    Physical Demands

    1. Sitting – 80%; walking – 10%; standing – 10%

    2. Working indoors – 95% and Outdoors (for errands) – 5%

    3. Frequent lifting of objects weighing less than 5 pounds

    4. Occasional lifting of objects weighing 25 pounds

    5. Reaching for objects at, above and below shoulder

    6. Occasionally twisting at waist, and stretching to reach objects

    7. Basic math skills and reading skills including understanding written documents

    8. Writing skills in preparing and organizing documents

    9. Sensory skills, e.g., visual, hearing, and speaking

    10. Keyboard skills

    11. Microsoft programs knowledge

    12. Budgetary background

    13. Organizational skills

    14. Ability to multi-task

    15. Maintain and enforce confidentiality

    16. Knowledge of University technology systems (e.g., ESS, ETime, SAP, Source Point, One Drive)

    17. Ability to interact with students, faculty, and staff in a professional manner

    18. Ability to interact with public and private schools in professional manner

    19. Attention to detail

    20. Accuracy

    Posting Detail Information

    Open Date 01/09/2023

    Close Date 01/24/2023 Special Instructions to Applicants

    Applicants must provide the name, telephone number and email address of three professional references.

    Employment is conditional, pending successful completion of the background clearances mandated by Act 153 of 2014 and Board of Governors Policy 2014-01-A: Protection of Minors. In order to qualify for a provisional appointment, the Applicant Acknowledgement Consent Form, Provisional Hire Form, Pennsylvania State Police and Justifacts portion of the clearance process must be successfully completed prior to your start date. The remaining PA Child Abuse History Clearance and FBI Clearance must be successfully completed and returned as soon as possible within the first 90 days of employment.

    Background Clearances

    In accordance with Act 153 of 2014 (HB 435), appointment is contingent upon completion of a satisfactory background investigation which includes, but is not limited to, Act 34, Pennsylvania Criminal Record Clearance; Act 151, Child Abuse Clearance; and Act 114, Federal Bureau of Investigations (FBI) Criminal Background Checks.

    Appointment is provisional provided the “Arrest/Conviction Report and Certification Form” and verification of your three background checks are returned to the Human Resource office prior to your hire date.

    Diversity Statement

    Lock Haven University is profoundly dedicated to cultural diversity and supports the integration of diverse and international perspectives within the working and learning environment. LHU is an equal opportunity/affirmative action employer and encourages applications from people of color, women, veterans, and persons with disabilities. To learn more about diversity at LHU and in our community, visit our website at www. lhup.edu/equity

    Title IX/Clery

    The University prohibits any form of discrimination or harassment on the basis of sex, race, color, age, religion, national or ethnic origin, sexual orientation, gender identity or expression, pregnancy, marital or family status, medical condition, genetic information, veteran status, or disability in any decision regarding admissions, employment, or participation in a University program or activity in accordance with the letter and spirit of federal, state, and local non-discrimination and equal opportunity laws, such as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination in Employment Act, the Americans with Disabilities Act and ADA Amendments Act, the Equal Pay Act, and the Pennsylvania Human Relations Act.

    The University also complies with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crimes Statistics Act, as amended by the Violence Against Women Act (VAWA). Title IX prohibits retaliation for asserting or otherwise participating in claims of sex discrimination. VAWA imposes additional duties on universities and colleges to investigate and respond to reports of sexual assault, stalking, and dating or domestic violence, and to publish policies and procedures related to the way these reports are handled. The University has designated the Title IX Coordinator (Jennifer Raup, Elwell Hall, ORL, 570-389-4808, [email protected] or [email protected]), to coordinate the University's compliance with Title IX and VAWA and to respond to reports of violations. The University has directed the Police Department to coordinate the University's compliance with the VAWA-related Clery reporting requirements. Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.S. Department of Education, Office of Civil Rights, Region III, The Wanamaker Building, 100 Penn Square East – Suite 505, Philadelphia, PA 19107; Phone: (215) 656-6010; Fax: (215) 656-6020.

    About Commonwealth University of PA

    The Power of ThreeBloomsburg, Lock Haven and Mansfield universities have joined forces to boldly transform higher education in our region and beyond. While we are uniting as Commonwealth University of Pennsylvania, you can expect a college experience that is anything but common.

    We're Honoring our History by preserving the founding principles of each campus and continuing our vibrant on-campus student experience, serving as pillars of our communities, supporting students and our neighbors alike.

    We're Investing in Today by answering the greatest challenges facing higher education: accessibility, cost, quality, and relevance through the combined strength of our storied institutions.

    We're Building a Powerful Tomorrow by boldly changing the trajectory of public education to position ourselves for growth, increased access, and to meet economic and workforce development needs in our region, across Pennsylvania and beyond.

    Quick Link https: // jobs.lhup.edu/postings/6271

    Posting Specific Questions

    Required fields are indicated with an asterisk ().

  • Are you a current employee of the Commonwealth University of Pennsylvania (Bloomsburg, Lock Haven, Mansfield)?
  • Yes
  • No
  • What is the highest level of education you have completed?
  • GED/High School Diploma
  • Associate's Degree
  • Bachelor's Degree
  • Master's Degree
  • How many years of experience do you have in this type of position?
  • Under 1 year
  • 1-3 years
  • 4-6 years
  • Over 7 years
  • Rate your working knowledge of Microsoft Office products (Word, Excel, Outlook):
  • Basic
  • Intermediate
  • Advanced
  • Expert
  • Can you perform the essential duties of this position with or without accommodations?
  • Yes
  • No
  • Please indicate where you heard about this employment opportunity.
  • Local Newspaper (The Express, Sun Gazette, CDT)
  • HigherEdJobs.com
  • The Chronicle (print/online)
  • Diverse Issues in Higher Education
  • The Hispanic Outlook
  • Professional journal
  • Electronic list serve
  • Personal Referral
  • LHU Website
  • CareerLink Office
  • HERC website (NJ/PA/DE)
  • Inside Higher Ed
  • Other
  • Are you a current AFSCME employee at the Bloomsburg Campus in this same classification series eligible to bid on this position per the AFSCME CBA, Article 29 Seniority?
  • Yes
  • No
  • Applicant Documents

    Required Documents

  • Resume
  • Cover Letter
  • Optional Documents

    From this employer

    Recent blogs

    Recent news